MG 25 Lodging PWS (Cairns).pdf

Performance Work Statement for Lodging Mobility Guardian 2025 - Cairns

1. PURPOSE. This Performance Work Statement (PWS) delineates the tasks required for lodging in support of Mobility Guardian Exercise 2025.

2. PERIOD OF PERFORMANCE. 06 July 2025 – 27 July 2025. If rooms are required in advance of these dates or beyond these dates, it will be by exception and only at the request of the Contracting Officer provided to the Commercial Lodging Facility. In these instances, the Contracting Officer will provide the Commercial Lodging Facility with a list of names authorized early arrival or late departure.

3. SCOPE. Air Mobility Command is seeking lodging for approximately 170 individuals. This contract only funds lodging for individuals specified by name in a rooming list to be provided by the Contracting Officer or technical point of contact (TPOC) no later than (NLT) 5 days in advance of the 6 July 2025. Prices under this contract shall not exceed the U.S. Defense Travel Management Office per diem rate unless negotiated otherwise.

4. GENERAL REQUIREMENTS.

Nights of: 6-Jul 7-Jul 8-Jul 9-Jul 10-Jul 11-Jul 12-Jul 13-Jul 14-Jul

Single occupancy 2 2 2 10 10 10 10 10 10 Double occupancy 7 7 7 80 80 80 80 80 80

Nights of: 15-Jul 14-Jul 15-Jul 16-Jul 17-Jul 18-Jul 19-Jul 20-Jul 21-Jul

Single occupancy 10 10 10 10 10 10 10 10 10 Double occupancy 80 80 80 80 80 80 80 80 80

Nights of: 22-Jul 23-Jul 24-Jun 25-Jul 26-Jul 27-Jul

Single occupancy 10 10 10 10 10 10

Double occupancy 80 80 80

USG – U.S. Government Rooms

*Additional rooms may be requested to the block of rooms by the contracting officer and shall be priced and charged at the same rate charged as other rooms of the same occupancy type.

4.1. No more than two people shall be assigned to a room.

4.2. Each room occupant shall be provided with a room key. All entry/exit doors must have operational locks. All windows must lock from the inside.

4.3. Rooms shall have adequate heating and cooling capabilities.

4.4. Double occupancy rooms shall have a minimum of two double sized beds (no sofa sleepers or roll-away/portable beds) unless specified otherwise. Single occupancy rooms shall have a minimum of one double sized bed unless specified otherwise. All bedding must be clean, in good condition, and free from damage or conditions rendering it unusable.

4.5. The Commercial Lodging Facility must be adequately manned (in accordance with the provided staffing plan) to provide a 24-hour check-in and check-out service, 7 days a week.

Customer service representatives shall be able to explain to occupants any miscellaneous charges not covered by this PWS, i.e., telephone charges. The Commercial Lodging Facility shall provide information on bus schedules, taxis and other local transportation, dining facilities and locations, and commercial telephone directory service.

4.6. Daily custodial services shall include, but is not limited to, room cleaning, bed making, linen change (as required), adequate quantities of amenities (soap, shampoo, etc.) bath towels, hand towels, sanitized drinking glasses, facial tissues, and emptying trash receptacles.

4.7. The Commercial Lodging Facility shall keep all hallways, corridors, grounds, and other adjacent areas under its control in a clean, neat, and safe condition.

4.8. All rooms shall have “DO NOT DISTURB” or similar signs available. Commercial Lodging Facility employees shall respect them when displayed.

4.9. The Commercial Lodging Facility shall ensure proper emergency/fire notification and evacuation plans are in place and evacuation procedures are accessible in rooms or common areas.

5. CHECK-IN/CHECK-OUT. The Commercial Lodging Facility and TPOC shall work closely in advance of the main body’s arrival to coordinate and develop a plan for efficient check-in and check-out procedures. Individuals must show a valid I.D. card at the time of check-in to obtain their room assignment. Personnel not on the rooming list shall not be allowed to obtain a room under this contract. Questions regarding whether personnel are authorized lodging under this contract shall be directed to the TPOC.

6. INVOICING & PAYMENT.

6.1. This contract shall not pay for incidental products or services, including but not limited to telephone calls, internet service, movie rentals, food, drinks, room service, pet charges, laundry, or dry cleaning. The Commercial Lodging Facility is responsible for securing payment for incidentals or other charges at the time of check-in by a personal credit card or cash deposit from one or more of each room’s occupants.

6.2. Upon verification, invoices will be paid by Government Purchase Card (GPC) or Electronic Funds Transfer (EFT). Method of payment will be coordinated between the Contracting Officer and the Commercial Lodging Facility and specified in the contract. The Commercial Lodging Facility must have the ability to process GPC payments via electronic means, i.e., over the phone, without the physical card or cardholder present.

6.3. The Commercial Lodging facility shall consolidate all room charges and provide the Contracting Officer and TPOC with a consolidated invoice for review and processing of payment to the Commercial Lodging facility. The consolidated invoice should include an itemized list of charges, room numbers, names, and dates. The Commercial Lodging facility will process the balance due on a single transaction following the Contracting Officer or TPOC’s review and approval of the invoice.

6.4. No charges shall be assessed against any Government credit card provided as security to hold the rooms. Advancement of charges is not authorized. The Commercial Lodging Facility shall not charge the Government until check-out unless otherwise agreed to by the Contracting Officer.

7. EXTENT OF OBLIGATION. Only a warranted Contracting Officer is authorized to make changes to this contract on the Government’s behalf.

8. QUALITY ASSURANCE.

8.1 The Commercial Lodging Facility shall ensure the lodging accommodations provide industry standard housekeeping and maintenance services, as well as, all items in section 4 of this PWS.

The Government reserves the right to monitor the Contractor's performance under this contract using on-site inspections and customer feedback. The Contractor will be given the opportunity to correct or address any adverse findings resulting from observations and feedback. The contractor or contractor's representative must be available 24-hours a day, 7 days a week, and respond to all service calls with in 1 (one) hour of initial request for service.

8.2 Failure to correct any adverse findings or failure to deliver all services described in this contract may result in non-acceptance of the services by the Government. Failure to meet the standards of this PWS may result in a deduction of price equal to the value of the unperformed or poorly performed services. Failure to provide services in accordance with this contract could also result in termination of the contract for cause and/or adversely impact the Contractor’s ability to be selected for future contracts.

9. POINTS OF CONTACT (POC). The Contracting Officer(s) and technical points of contact will be provided upon award.

Upon award, the Commercial Lodging Facility shall provide a POC(s) authorized on its behalf to interface with the Contracting Officer(s) on matters related to contract execution, invoicing, and payment.

10. DEFINITIONS.

COMMERCIAL LODGING FACILITY. A hotel or inn which provides sleeping accommodations to the traveling public. Also referred to as the “Contractor”.

CONTRACTING OFFICER. A person with the authority to enter into, administer, or terminate contracts for the United States Government.

CONTRACTOR’S REPRESENTATIVE. A person with the authority to act on behalf of the contractor in business matters. May be someone who is a subcontractor of the prime contractor, who has been identified in writing to the contracting team.

TECHNICAL POINT OF CONTACT. This individual(s) is someone who has been identified, in writing, to work with the contractor to coordinate items regarding room assignments and quality control inspections of lodging accommodations, acting within the limitations of the contract. This individual does not have the authority to enter into, administer, or terminate contracts for the United States Government.